Lead Executive Support Specialist

3 weeks ago

Uxbridge, United Kingdom Parexel Full time

Our collective values empower us to reach extraordinary heights.

Parexel is dedicated to being the leading partner for the biopharmaceutical and medical device sectors in the creation and marketing of innovative medical solutions globally. Our goal is to leverage our expertise, experience, and creativity to enhance the global success of the biopharmaceutical and medical device industries in combating and preventing illness.

This position can be performed remotely or from our designated offices.

The Lead Executive Support Specialist will deliver comprehensive administrative assistance to the Vice President of Parexel's Medical Communications (Medcom) division, along with supporting the broader Medcom team.

The Lead Executive Support Specialist should be diligent, capable of operating independently, proficient with various software applications, and exhibit a high level of adaptability and initiative. The individual must demonstrate the ability to manage multiple projects and tasks effectively while handling sensitive information with discretion.

Key Responsibilities:

Demonstrate advanced proficiency in fulfilling the responsibilities of an Administrative Assistant. Oversee and implement standard office procedures, including documentation and filing systems, as well as managing supplies and equipment for departmental needs. Provide administrative assistance to the Vice President and other assigned managers, including managing schedules, processing expense reports, and organizing financial documentation. Serve as the primary contact during the Vice President's absence. Arrange travel and conference logistics, including registration, accommodations, and transportation. Maintain up-to-date department CVs in accordance with company policy and assist in onboarding new staff regarding office procedures and software. Support the training of new administrative staff. Assist Medical Writers with project-related tasks as needed, including document management and client communication. Organize internal and client meetings, ensuring all logistical arrangements are in place. Facilitate contract signatures and track departmental metrics. Act as a PMED coordinator for Medcom, setting up projects as necessary. Serve as the Medcom Training Coordinator for the Learning Management System. Maintain departmental documentation, ensuring consistency across various formats. Support the management of databases and assist with archiving project documentation. Aid in the preparation and formatting of documents, spreadsheets, and presentations as required.

Required Skills:

Adaptable and open to new challenges. Detail-oriented with a focus on accuracy. Strong organizational capabilities. Excellent interpersonal communication skills. Proficient in both verbal and written communication. Effective time management skills, capable of prioritizing diverse tasks. Collaborative team player. Client-centered approach to work. Ability to manage confidential matters professionally. Proficient in written and spoken English.

Qualifications:

Educated to GCSE level or equivalent. Background in business administration is preferred.

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